Running any business today, big or small, means a lot of paperwork and documentation, and that can be a whole field of work in itself. There’s plenty of paper to go around: in the United States alone, there are over four trillion paper documents, and that rate grows at about 22% per year. Handling all these papers means a lot of work, and even inconvenience and risk for disaster. Businesses do have options, though, for how to handle their paperwork and keep their information safe and flowing smoothly. Hiring a service for microfilm scanning or digital scanning is one route to take, along with paper shredding afterwards. What benefits can hiring a service for microfilm scanning and the others provide? They will be explored here.
The Problem of Paper
Even today, with the Internet and computers, and associated e-mails and cloud services, paper still has a place in today’s office. But this can also be a liability. Losing the physical records and documents, for example, can actually be expensive. Around $20 is typically spent to file and store a document, but the cost to find or replace a misfiled document can be $120 instead, and reproducing one can cost a total of $220. In fact, a global survey showed that workers and IT professionals considered document challenges a part of productivity loss at about 21.3% of the loss. Accessing files remotely is impossible when they are in paper form, and while 77% of business owners say that they want to do so, they cannot unless those documents are scanned. That is only one of many potential benefits to scanning a company’s documents.
Document digitization, or hiring a service for microfilm scanning, can solve a lot of problems and create new opportunities along the way. For one thing, paper takes up a lot of room in storage boxes and in file cabinets, and they can be a fire hazard. Once documents are all scanned, the paper remains can be shredded for two reasons: clearing out all that clutter, and reducing the possibility of identity theft and workplace espionage. Shredded paper can also be conveniently recycled.
Scanning on site, and scanning microfilm, is a good option. According to Microfilm World , microfilm will photograph a document to a much smaller and more convenient size, often reducing size by up to 99%, able to record deteriorating paper documents such as medical records and periodicals and magazines, and extending their lifespan to 500 years in microfilm format if stored properly. This technology has miniaturized and stored delicate documents for over seventy years and counting. The disadvantage, however, is that the documents still exist in a physical form, meaning that they could be lost through theft or damage such as fire or floods. A business owner must consider this before hiring a service for microfilm scanning.
Document digitization services can save papers into an electronic format, stored in a company’s computers or in a cloud service. If someone chooses the option of converting documents like this, then if cyber-security is solid, identity theft and corporate espionage become very unlikely, and what is more, this allows business owners to remotely access digital records, such as through e-mails or cloud services. Once this process is completed, the leftover documents can be shredded to save space and eliminate a fire hazard. Doing this can also save money, since documents will not be misfiled or need to be found or replaced in digital form like they would have to be in paper form. This saves money in the long run, something any business owner would appreciate. Finally, having all documents in digital form can protect them from flood and fire damage that destroys paper documents, so a massive loss of information can be averted in this way.